Inventory is what your AI Agent uses to talk about the products and spaces you sell, such as private offices, hot desks, dedicated desks, meeting rooms, virtual offices, and Day Passes. When this data is up to date, your agent can answer more questions on its own, recommend the right options, and send people to the right booking or sales path without extra back-and-forth.
The Inventory page automatically pulls product data from OfficeRnD and lets you enrich it with details not stored in OfficeRnD. This gives you a reliable base for your live system, plus the flexibility to add the context your agent needs to respond better.
In this article:
Understand how inventory is synced from OfficeRnD into AI Hub.
Review what each inventory field does and who controls it.
Enrich your inventory with amenities, pricing, and booking links.
Understand what happens when you sync, import, or overwrite inventory data.
Before you start
List your inventory
To pull the latest data from your organization and list your inventory for the AI sales agent to access:
Open your Flex Admin Portal and go to AI Hub > Training > Inventory.
Click List plans or List Resources.
Select the Plans or Resources you want to list, and click List.
You don't need to create new inventory items. If a plan or resource exists in OfficeRnD, you can list it in the AI Hub.
Enrich your inventory via import
The initial inventory data provided when you list your products gives the sales agent the basics. The inventory fields you add manually are what help it answer detailed lead questions, point people to the right booking page, and reduce hand-offs to your team.
To add or update inventory data:
Open the Flex Admin Portal and go to AI Hub > Training > Inventory.
Click Export Inventory to download your current inventory data (inventory items you have listed).
Open the file and fill out all relevant fields.
Save the file in CSV format.
Click Import Inventory.
In the dialog, click Upload, then select your updated file.
Click Import.
Importing overwrites all existing inventory data. Always export first, update the exported file, and re-import. If you import an incomplete file, you may lose previously added data.
Sync your inventory
If your inventory is already listed for the AI sales agent to access, you can still update your resources later. For example, if you increase the prices of your meeting rooms in OfficeRnD Flex and want the sales agent to be aware of your latest pricing, you need to sync all listed products to ensure they have the most recent data. See which inventory fields are synced →
To sync your inventory items:
Open your Flex Admin Portal and go to AI Hub > Training > Inventory.
Click Sync.
A confirmation message will appear once the sync is complete.
Add custom products
You can add products through import even when they do not exist in OfficeRnD. This is useful when you want your AI Agent to mention offers such as:
Bundled products
Limited promotions
External services
Custom products remain available after sync. Because they are not managed by OfficeRnD, you must maintain them manually.
Best practices
Treat every import as a full overwrite.
Before importing, export the current data and use that file as your starting point. Importing a partial file removes any fields left blank in the uploaded version.
Prioritize high-impact fields first.
Amenities, Price, E-Commerce Links, and Sales Rep contact details are the fields most likely to reduce hand-offs. Fill those in before working on virtual tour links or other secondary details.
Use custom products only when necessary.
Custom products — bundles, promotions, or services not modeled in OfficeRnD — can fill gaps in your inventory, but you'll need to update them manually on every import. Keep the list short to reduce maintenance overhead.
FAQs
I removed a product through an import, but it came back. Why?
This happens if you clicked Sync after the import. Syncing restores items in OfficeRnD that meet the sync criteria. If you want an item to stay unlisted, don't sync after removing it — or manage availability in OfficeRnD directly.
Can I add products that don't exist in OfficeRnD?
Yes. You can add custom products, such as bundles or promotional packages, through an import. These won't be overwritten by a sync, but you'll need to maintain them manually.